10 Questions to Ask Before Hiring a Property Management Company

Hiring the right property management company is one of the most important decisions you’ll make as a property owner. Whether you have a single condo in downtown Toronto or a portfolio of rental properties across the GTA, the company you choose can make or break your investment experience.

In this guide, we walk through 10 key questions every landlord should ask before signing a contract. You’ll learn what to listen for, which red flags to watch out for, and how Gerst Property Management addresses each area with transparency and expertise.

Why Hiring a Property Management Company is Crucial

If managing a rental property sounds time-consuming, that’s because it is. Between screening tenants, handling maintenance and repairs, collecting rent, and staying on top of ever-changing landlord-tenant laws, being a landlord can easily become a full-time job.

Partnering with a reliable rental property management team helps you avoid legal risks, reduces stress, and ensures your property runs smoothly. On the flip side, choosing the wrong partner can lead to tenant issues, legal headaches, and profit loss.

That’s why up-front due diligence is so important.

10 Essential Questions to Ask Before Hiring

1. Are you licensed and certified to manage properties in Ontario?

• Why It Matters: A licensed property manager has the legal authority and training to operate in Ontario. It’s also a strong sign of professionalism.
• What to Listen For: Look for confirmation of provincial licensing and any relevant certifications. Bonus points if they pursue ongoing education.
• Red Flags: Vague or dismissive answers. If they can’t show proof, that’s a dealbreaker.

Gerst’s Approach: Every manager at Gerst is fully licensed and trained in Ontario property law. We keep current with industry changes so your property stays compliant.

2. How many properties do you currently manage, and what types?

• Why It Matters: You want a team with the right experience—and capacity—to manage your type of property.
• What to Listen For: A mix of residential and multi-unit properties shows adaptability. Managing too many units per manager could be a red flag.
• Red Flags: Lack of experience with your property type or poor staff-to-property ratios.

Gerst’s Approach: With over 20 years in the business, Gerst manages a diverse portfolio across Toronto and the GTA. Our team ensures personalized care for each property.

3. What is your fee structure, and are there any additional costs?

• Why It Matters: Understanding property management fees helps you plan and avoid surprise charges.
• What to Listen For: Clear breakdowns of base fees, leasing commissions, and extra service charges.
• Red Flags: Hidden costs or vague language like “it depends.”

Gerst’s Approach: We believe in full transparency. That’s why we’ve created a detailed guide on Property Management Fees: What Property Owners Should Expect to help you make an informed decision with no surprises.

4. How do you handle tenant screening and placement?

• Why It Matters: A thorough tenant screening process is key to finding reliable tenants and protecting your property.
• What to Listen For: Credit checks, employment verification, previous rental history, and background checks.
• Red Flags: Rushed placements or minimal checks. Avoid companies that prioritize speed over quality.

Gerst’s Approach: Our screening process is designed to identify tenants who are financially responsible and respectful of the property. We’ve refined it over years of successful placements.

5. What is your process for rent collection and handling late payments?

• Why It Matters: Consistent rent collection services ensure your cash flow remains steady.
• What to Listen For: Systems in place for collecting rent, managing late payments, and communicating with tenants.
• Red Flags: Manual systems or a “wait and see” approach to missed payments.

Gerst’s Approach: We offer multiple payment options, automatic reminders, and firm but fair enforcement of lease terms.

6. How do you manage maintenance and emergency repairs?

• Why It Matters: Timely maintenance and repairs protect your investment and keep tenants satisfied.
• What to Listen For: Availability of emergency response services, use of vetted contractors, and proactive maintenance plans.
• Red Flags: No after-hours service or reliance on tenants to find solutions.

Gerst’s Approach: We have a 24/7 maintenance line and a trusted network of vendors who respond quickly and professionally.

7. Can you provide references from current or past clients?

• Why It Matters: References offer real insight into a company’s reliability and service quality.
• What to Listen For: Willingness to provide multiple references and confidence in their track record.
• Red Flags: Resistance to sharing contact information or lack of testimonials.

Gerst’s Approach: We’re proud of the long-term relationships we’ve built. Our clients regularly share positive feedback about our service, communication, and results.

Also Read: How to Choose the Best Commercial Property Management Firm in Toronto

8. What technology platforms do you use for management and communication?

• Why It Matters: Today’s property management software makes it easier to track maintenance, access financials, and communicate efficiently.
• What to Listen For: Online portals for owners and tenants, maintenance ticket systems, and financial reporting tools.
• Red Flags: Outdated systems or paper-based processes.

Gerst’s Approach: We use industry-leading software to keep owners informed and tenants engaged. Everything from rent payments to repair requests is available online, 24/7.

9. How do you ensure compliance with local and federal landlord-tenant laws?

• Why It Matters: Ignorance of landlord-tenant laws can lead to costly disputes.
• What to Listen For: Regular training, legal partnerships, and a detailed understanding of Ontario’s Residential Tenancies Act.
• Red Flags: “We’ve never had issues before” is not a real compliance strategy.

Gerst’s Approach: Our managers receive ongoing legal training to stay compliant with all regulations, so you don’t have to worry about missing something critical.

10. What is your process for handling evictions and legal issues?

• Why It Matters: If things go south, you need a team that knows the eviction procedures inside and out.
• What to Listen For: Legal compliance, communication strategies, and use of legal counsel when needed.
• Red Flags: Aggressive tactics or avoidance of legal protocol.

Gerst’s Approach: Evictions are a last resort. When necessary, we follow proper procedures and keep you informed at every step. Our approach protects your interests while staying within the law.

Evaluating Responses: What to Look For

As you compare answers from different companies, look for consistency and transparency. Are their responses aligned with your goals? Do they use modern tools like property management software? Do they clearly explain their property management fees and legal procedures?

Choosing a team that fits your expectations upfront will save you stress and money in the long run.

Red Flags to Watch Out For

• A few warning signs to watch out for include:
• Vague or inconsistent responses
• Lack of a valid license or insurance
• Poor communication practices
• No references or negative online reviews

These red flags may seem small at first but can lead to bigger issues down the line.

Why Property Owners Trust Gerst

At Gerst Property Management, we’ve built our reputation on honesty, experience, and custom-tailored service. Here’s what sets us apart:

Over 20 years of experience managing properties across Toronto and the GTA

• Transparent pricing with no hidden fees, clearly outlined in our property management fees guide
• Reliable processes for tenant screening, rent collection, and ongoing maintenance and repairs
• A commitment to legal compliance and up-to-date practices
• Real-time access to data through advanced property management software

If you’re curious about the benefits of professional management, explore our post on the Benefits of Outsourcing Property Management for Real Estate Investors to see how we can add value to your investment.

Let’s Start a Conversation About Your Property

Choosing the right property management company doesn’t have to be overwhelming. With the right questions and partner, you can feel confident that your investment is in capable hands.

Whether you’re a local landlord or managing property from out of province, Gerst Property Management is here to help. Reach out today for a personalized consultation and see how we tailor our services to meet your specific needs. Ready to make property management stress-free? Let’s talk.

GERST Property Management is your go-to choice for property owners in the GTA. Our comprehensive services and personalized approach make it easy to take your investment to the next level. Ready to make the switch? Contact GERST today to see how we can transform your property management experience.

With over 20 years of experience in property management, Gerst Property Management is your trusted choice in Toronto and the GTA. We pride ourselves on honesty and transparency, and that means no hidden fees; the price you see is the price you pay. We offer property management, facility management, and specialized services tailored to your needs so you get exactly the service you need. We manage your property as if it were our own.

Call us today at 416-751-6181 or fill out Our Convenient Online Form to find out how we can help you!